Vaultly AI writes the awkward follow-up emails, tracks every missing document, and politely nags your clients on autopilot — while you focus on actual accounting work.
Hi James — hope you're doing well.
Just a friendly follow-up on two items we're still waiting on to finish your Q1 review: the Telia supplier invoice and your signed engagement letter.
When you have a moment, you can upload them directly here: [secure link].
Every accountant knows the feeling. You're trying to close the books, but half your day is spent writing the same polite email for the fifth time to the same client who "totally meant to send it last week."
Writing the third polite follow-up is fine. The tenth is exhausting. You're paid to do accounting, not to be a receptionist chasing missing receipts.
Every deadline slips because 2 clients never sent their bank statements. Your week's plan collapses because someone couldn't find a receipt from three weeks ago.
You're tracking 50 clients × 15 documents each across Excel, Asana, email flags and brain memory. Something always slips. Year-end is always a scramble.
Vaultly builds a document checklist for every client, sends branded, perfectly-toned follow-ups automatically, tracks what's in and what's missing — and gives you a live dashboard of exactly who's blocking what. No more chasing. No more sticky notes. Just clean files, on time.
Six tools. One AI. Generate checklists, write chase emails, categorize replies, score deadline risk — no account needed.
Create a free account and track your actual clients and documents — live data, saved to your firm. This is the product behind the demo.
We don't try to be another project management app. We do one thing — document chasing — and we do it perfectly.
Pick the engagement type (year-end review, VAT filing, audit prep). AI generates the complete document list instantly — no more hand-writing checklists for every client.
Set the cadence: Day 3 friendly, Day 7 firmer, Day 14 final notice. AI writes each email in the right tone, sends from your branded address, and logs every interaction.
Every email contains a unique secure link. Clients upload directly — no email attachments, no downloads, no chaos. Documents land automatically in the right client folder.
Other tools store documents and hope clients upload. Vaultly's AI learns when to nudge, what tone works for each client, and escalates intelligently — like the best assistant you've ever hired.
Vaultly learns when each client checks email — Monday mornings? Friday afternoons? Reminders go out exactly when they're most likely to respond.
First nudge is friendly. By the third reminder, the AI knows it's time to be firm — without crossing into rude. Calibrated for each client.
Email ignored? AI escalates to SMS. SMS ignored? It pings you to make a quick call — with exact talking points and missing-doc list ready.
The moment a client replies or uploads, the AI pauses the cadence automatically. No awkward "ignore this if you've sent it" emails — ever.
AI reads every signal — client behaviour, deadline proximity, past responses — and picks the right next move automatically.
Generic document tools don't know what a VAT return needs. Vaultly does. Pick the engagement type and the AI knows exactly which documents to request, in what order, and which ones are deadline-critical.
Clients land on a clean, mobile-first portal. They see what's still missing, why each document matters, and how close they are to done. No logins. No confusion. No "what were you asking for again?"
Move the sliders and see exactly how much time and money Vaultly saves your firm every month.
A firm-wide dashboard that proves the ROI. Hours saved per accountant, billable hours recovered, on-time document rate — all benchmarked against your pre-Vaultly baseline.
Vaultly doesn't replace your accounting software — it makes it work harder. Two-way sync pushes received documents straight into the right client folder, and pulls deadlines automatically so reminders fire at the right moment.
I built Vaultly after watching accountants waste entire afternoons writing the same polite email for the fifth time. Brilliant professionals, reduced to receptionist work. That's not what you trained for.
The idea is simple: if the task is boring, repetitive, and emotionally draining — let AI do it. Vaultly writes the chase emails, schedules them, tracks what came back, and hands you a clean dashboard of what's outstanding.
We're not a giant SaaS company. We're focused on one specific pain — and we do it better than anyone else in the market. No bloat, no feature creep, no "also a CRM."
Every new firm gets my personal attention. Email me at arsalan@vaultly.ai any time. I answer. I built this — I'll support it.
Pay per client. No seat limits. No feature tiers holding you hostage. Every plan includes unlimited AI emails, unlimited document tracking, and a 14-day free trial.
For solo accountants managing up to 20 client entities. Includes a $79/mo platform fee.
For firms with multiple employees managing 21–100 clients. Includes a $149/mo platform fee.
For large firms and multi-office practices with 101–400 clients. Includes a $299/mo platform fee.
Be one of the first 50 firms. Founding members lock in 50% off forever and get a personal onboarding call with Arsalan.
Pick the one that actually moves your firm forward. Vaultly does the chase — you do the work that matters.
Questions about onboarding, pricing, or integration? Call or email me directly — I personally handle every new firm. No sales team.